MC1188597 – (Updated) Microsoft Viva: Transition to VFAM-based exclusion management

Product:

Copilot, Microsoft 365 admin center, Microsoft 365 Apps, Microsoft Viva, Microsoft Viva Insights

Platform:

Online, World tenant

Status:

Change type:

Admin impact, Feature update, Updated message, User impact

Links:

Details:

Summary:
Starting January 2026, Viva Insights and Copilot Analytics exclusions will be managed via Viva Feature Access Management (VFAM) policies instead of list-based methods. Existing exclusions will migrate automatically, with no admin action needed. Admins should prepare by informing teams and reviewing settings once VFAM is live.

Details:
Updated December 5, 2025: We have updated the timeline. Thank you for your patience.
[Introduction:]
We're updating how you manage user exclusions in Viva Insights and Copilot Analytics. Starting early December 2025, exclusions will be controlled through Viva Feature Access Management (VFAM) policies instead of the current list-based method in the Microsoft 365 admin center. This new approach lets admins create user-, group-, or tenant-level policies to exclude users from all Viva Insights measurement (Copilot Dashboard, Advanced Insights, Organizational Insights), using the same scalable policy framework as other Viva features.
[When this will happen:]
The VFAM-based exclusion feature will begin rolling out in early January 2026 (previously early December 2025). Exact rollout dates may vary by region.

Change Category:
XXXXXXX ... free basic plan only

Scope:
XXXXXXX ... free basic plan only

Release Phase:

Created:
2025-11-21

updated:
2025-12-06

Task Type

XXXXXXX ... free basic plan only

Docu to Check

XXXXXXX ... free basic plan only

MS How does it affect me

XXXXXXX ... free basic plan only

MS Preperations

XXXXXXX ... free basic plan only

MS Urgency

XXXXXXX ... free basic plan only

MS workload name

XXXXXXX ... free basic plan only

Pictures

XXXXXXX ... free basic plan only

summary for non-techies**

XXXXXXX ... free basic plan only

Direct effects for Operations**

Change in Exclusion Management Method
Transitioning to VFAM for exclusion management may lead to confusion among admins if they are not informed about the new policies, potentially resulting in misconfigured exclusions.
   - roles: Viva Admins, IT Support Staff
   - references: https://learn.microsoft.com/viva/feature-access-management

User Experience Disruption
If admins do not prepare for the transition, users may experience unexpected changes in their access to Viva Insights features, leading to frustration and decreased productivity.
   - roles: End Users, Viva Admins
   - references: https://learn.microsoft.com/viva/feature-access-management

Increased Support Requests
Lack of preparation for the VFAM transition may result in an increase in support requests from users facing issues with exclusions, straining IT resources.
   - roles: IT Support Staff, Viva Admins
   - references: https://learn.microsoft.com/viva/feature-access-management

Configutation Options**

XXXXXXX ... paid membership only

Opportunities**

Enhanced Policy Management Efficiency
The transition to VFAM for exclusion management simplifies the process of managing user exclusions by allowing for user-, group-, or tenant-level policies. This centralization can lead to improved efficiency in policy management, reducing the time spent on administrative tasks.
   - next-steps: Conduct training sessions for admins on how to utilize VFAM effectively. Create documentation that outlines best practices for managing exclusions using VFAM policies.
   - roles: IT Administrators, Compliance Officers, HR Managers
   - references: https://learn.microsoft.com/viva/feature-access-management

Improved User Experience with Insights
With VFAM, the management of exclusions becomes more intuitive and streamlined, leading to a better user experience for those interacting with Viva Insights and Copilot Analytics. This can result in more accurate insights and better decision-making across the organization.
   - next-steps: Gather feedback from users on their experiences with the new exclusion management process once implemented. Use this feedback to make further adjustments to training and support materials.
   - roles: Business Analysts, Team Leaders, Project Managers
   - references: https://learn.microsoft.com/viva/feature-access-management

Scalability for Future Needs
The VFAM framework is designed to be scalable, allowing organizations to easily adapt their exclusion policies as they grow or as their needs change. This scalability can help future-proof the organization against evolving business requirements.
   - next-steps: Evaluate current and future needs for exclusion management and assess how VFAM can accommodate these needs. Develop a roadmap for potential future enhancements based on organizational growth.
   - roles: IT Strategists, Operations Managers, Change Management Teams
   - references: https://learn.microsoft.com/viva/feature-access-management

Potentional Risks**

XXXXXXX ... paid membership only

Data Protection**

XXXXXXX ... paid membership only

IT Security**

XXXXXXX ... paid membership only

Hypothetical Work Council Statement**

XXXXXXX ... paid membership only

DPIA Draft**

XXXXXXX ... paid membership only

explanation for non-techies**

XXXXXXX ... free basic plan only